Overview

• The Training Content Manager ShareVision Add-On provides an easy way to deliver online training content and simple testing to your staff. Training content can be delivered via documents, on screen data/text/links and your selected YouTube videos, embedded within the ShareVision page.
• Courses can be set up to be available to Employees based on which programs or residences they work in - employees only see the training that is applicable to where they work.
• Included are two reports; you can view who has "passed"/not completed a course OR see all training taken by selected staff.
• Creation and management of training content is found on the Manager's Site under its own heading. Site Administrator(s) can grant permissions for others to administer the training system.

Requirements for the TCM Add-On

• You must have purchased this add-on.

• You must have a user account to login to access and complete Training Course Sections and Quizzes.
• You must have security permissions granted to access the Training Content Manager creation page.

Terminology

STREAM

A grouping of courses that are made available for an employee via the Program or Residence they have permissions to. Training Courses can be added to existing Streams or new ones can be created. This data is kept in a list named TrainingContentMgr-Streams.

COURSE

A set of Sections (topics) that combined constitute a complete training 'course'. This data is kept in a list named TrainingContentMgr-Configuration.

SECTION

A collection of materials on a topic within a training 'course'. This data is kept in a list TrainingContentMgr-Sections.

• The list TrainingContentMgr-SectionsCompleted tracks users’ progression through Course Sections.
• The list TrainingContentMgr-EmployeeTrainingData tracks which employees have taken which courses.
  
  

Creating a training course Stream

DEFINING A STREAM

1. Create the name of a STREAM by navigating to the Managers Site  (QuickStart>Managers). Click  ‘Add New Stream’
   
   
   
   
2. Enter a STREAM Stream title and click OK.
   

PERMIT USER TO VIEW AND COMPLETE STREAMS AND COURSES

1. Logged in as a Site Administrator, navigate to Site Actions>View All Site Content>list=Programs and Residences. Permissions to Streams will be based on the permissions of groups to programs and residences on this list.
   
   
2. Edit an item and scroll to bottom of form – you can select which Streams to make available to users who have access to this program/residence in the Training Streams column.
   
   
   
   
3. Click Ok to set/save.

Creating a Training Course

Create and define a Training Course.

1. Navigate to QuickStart>Managers>Training>Training Courses and click ‘add new course’
   
   
   
   
2. Enter the following as appropriate:
   
   
   
   1. Course Name – Title of Training Course
   2. Start Date - Date this course is offered from.
      1. When setup, this course will appear on the employee Available Training page on this date.
   3. End Date - Last day this course will be made available.
      1. After this date it will not be displayed in the Available Training page).
      2. This cannot be blank (if COURSE to be offered continually, enter a 20yr date)
   4. Expiry Length - Enter the period (in number of days) a course pass is valid for (from the date of a pass).
      1. When period passed, dependent on offered dates and if still within offered STREAM, this course will then be displayed in the QuickStart>Available Training page for the user.
   5. Quiz - Create or select the applicable end-of-course quiz.
      1. See CREATING AN END OF COURSE QUIZ below. The Quiz can be created while you are completing the Course configuration form OR added to the Course form later.
   6. Answer Key - The ID# of a Quiz ‘response’ that has been created as the answer ‘key’. NOTE: in setting up a course this will most likely be the first response on the Quiz survey (ID = 1).
      1. Follow these three steps;
         1. Ensure all questions are within quiz
            1. Navigate to the Quiz survey via Site Actions>View All Site Content>surveys>(survey name)>Settings>Survey Settings (you could do this by opening ShareVision in another tab)
            2. Ensure all questions are within quiz. If quiz incomplete, use link ‘Add a question’ to set all questions.
         2. Create an ‘Answer Key’ item:
            1. When quiz questions set, navigate back to the survey page (can use breadcrumbs link), and ‘respond’ to the survey, creating 100% correct answers.
         3. Set Answer Key for Quiz
            1. When answer key response submitted/saved, from the survey page again, click link ‘show all responses’.
            2. A ‘response’ will have been created with your username. The response will have a link, e.g. ‘View response #1’ - the ‘1’ is the ID#.
            3. Navigate back to the Training COURSE item to enter the answer key ID# -
   7. Pass Percentage - Enter a percentage pass: ‘75’ entered = 75% required.
   8. Description – Text here will be displayed for this Course in the available training listings for users.
   9. Course Image – Upload an image that will be displayed for this Course in the available training listings for users.
   10. Streams – Choose which Stream (group) of Training Courses this course will be included in. NOTE: A best practice would be to not add this Course to a Stream until the course content is completed and ready to be available to employee users.
   11. Send Reminder and Number of days before Expiry – these columns set how far in advance of a training attainment expiry date an email will be sent to remind a User (staff member) expiry is imminent
       1. Alerts only sent to those User accounts with a valid email address that have a Pass Percentage in their last logged Quiz within ShareVision.
          
          
3. Click OK to save Training Course definition.

Create a training course Quiz 

The Quiz can be created from the Training Course form (described above) while completing the form OR a quiz can be created before creating a Training Course. Do one of the following options;

Create a new Quiz from the new course form.

1. Click the 'New Quiz' link on the New Training Course (see image above) and create a Quiz. The form for creating a new Quiz will open in a new browser tab for convenience.
2. Enter a Name for the course Quiz. A description can be added if desired for administrative reference.
3. Survey Options: Allow multiple responses? – must be set to ‘Yes’ for repeated attempts or training attainment renewals. Click OK
4. Begin building the questions for your Quiz.
   1. *NOTE: The ‘Choice’ column type is the only column type that the system will return a scored result on and to give a PASS or FAIL result. Other types of columns (e.g. Single Line of Text, Yes/No checkbox) can be included, but in scoring the test, the system will disregard these types of columns. To set up your choice columns;
      1. Column Type = Choice
      2. ‘Display choices using:’ = radio buttons
      3. ‘Allow fill-in choices’= No
      4. Default Value = blank (ensure this column has no value entered).
5. When all questions are created, click ‘Finish’.
6. When completed return to the Course creation form tab; click the button 'Refresh Quiz list' and select your newly created Quiz.
7. Complete the rest of the New Training Course form and click OK.

--- OR ---

1. Select a Quiz from the dropdown that has already been created
   1. A Quiz survey can be created in advance as follows;
      1. Navigate to Site Actions>Create Content>Survey and follow steps i-iv above.

Note: A Quiz (Survey) can be initially setup with minimum details and then later accessed via Site Actions>View All Site Content> Surveys> (name of quiz) to be edited/completed. (see also ‘Answer Key’ above).

See the online ShareVision Help Topic on Surveys HERE.

Create Sections of a Training Course and add content.

1. Click on a COURSE definition on the top half of the screen to ensure the bottom half, the COURSE SECTIONs part, corresponds. Click 'Add New Course Section'.
   
   
   
   
2. Complete details.
   
   
   
   1. Attach File - Training material can be added as an attachment
      1. It is recommended that, when downloading Microsoft Office files in Internet Explorer, the user saves the file locally to then open and view. Selecting open may cause the system to request login details again, often in a dialogue box behind the active browser window and hidden from view. This may cause the user to believe the system has crashed or is 'stuck'. 
      2. Microsoft PowerPoint presentations can also be attached for download. Save a PowerPoint file as .ppsx extension for opening in slideshow mode and .pptx extension for opening in edit mode. See our How To article.
         
   2. Section – A short description/title of this section; it will display as a sub-title for this Course.
   3. Order – Type in a number to set the sequence of Sections.
   4. Content – Learning content to be displayed on the Section page. Images and formatted text can be added here. You can also add hyperlinks to material within and outside of ShareVision.
   5. Youtube – A video link here will embed the video to be displayed within the ShareVision training page.
      1. Note: the ID of the video is only required. For example; the YouTube video link of https://www.youtube.com/watch?v=Z6tf5l_6zJw is to be entered as Z6tf5l_6zJw
   6. Vimeo – A video link here will embed the video to be displayed within the ShareVision training page.
      1. Note: the ID of the video is only required. For example; the Vimeo video link of https://vimeo.com/184228819  is to be entered as 184228819
         
         
3. Click OK to create/save this course Section.
   
   
4. Repeat steps 1-3 above to add sufficient Sections for the Course.

EMPLOYEES - Viewing and Completing a Training Course

Completing and reviewing Sections

1. User navigates to QuickStart>Employee Services>Training>Available Training
   
   
   
   
2. Select Stream – selection will display courses available in each Stream.
3. User to select appropriate Course and click ‘Take Course’. The first course Section will be displayed for User to view/read. Clicking ‘Next’ button will advance User to the next Section. *Note: User can only view Sections in ascending order, but can review any sections previously viewed.
   
   

Taking the end of course Quiz (test).

1. At the end of the Course you will be given the opportunity to review the sections before submitting your answers in a course Quiz.
   
   
   
   
2. On clicking ‘Start Quiz’ the Quiz questions will be displayed. Make appropriate responses to each question and click okay.
   
   
   
   
3. The User’s responses will be compared to the corresponding Training Course definition Answer Key, and, dependent on the Pass Percentage configured, the system will inform the User whether they Passed or Failed the Quiz.
   
   
   
   
4. If the User has received a ‘Fail’, then they can click to review another section and then click on ‘Quiz’ to answer the Quiz questions.

Self-generating a completion certificate.

Users (Employees) can review courses they have taken. They can also self-generate a pass certificate (*generic design).

1. Navigate to QuickStart>Employee Services>Training>My Training. (This page filters items to the logged in user).
   
   
   
   
2. Clicking on the ‘review’ link displays all the Course content.
3. Clicking on the ‘Pass Cert PDF’ link will generate a certificate with details shown below;
   
   

REPORTING

Note: Any Users (employees) listed on these reports are done so by the Stream permissions granted via the [Program and Residences] list – details above.

Reporting: Excluding groups of Staff from Reports

There may be a need to exclude groups of certain staff (users) from being reported on. For example, test and ShareVision site administrative user accounts.

The Training Content Manager provides the means of excluding these groups of user accounts by means of Site Actions> View All Site Content>list [TrainingContentMgr-GroupsExcludedFromReports]. Simply create an item (record) for each group you wish to exclude from the reporting. NOTE: This excludes groups of users from being included in reporting of ALL training courses.

Reporting: By User account – Courses Acquired.

1. Navigate to QuickStart>Managers>Training>Training By Staff Report
2. Select which security group of Users to report on, enter a date range and click ‘Create Report’[SW3] . Note: All security groups other than ‘Site Administrators’ are displayed.
   
   
   
   
3. An example of report is below;
   
   

Reporting: By Course – Users who have completed.

1. Navigate to QuickStart>Managers>Training>Training By Course Report
2. Select which Course to report on, enter a date range and click ‘Create Report’.
   
   
   
   
3. An example of report is below;
   
   

Site Administrator Information

Lists and Surveys displayed in Site Actions>View All Site Content related to Training Content Manager ShareVision Add-On. There will be a survey created for each course Quiz.

Lists

Surveys

Demo Video